Title/Name/Summary
Catalina Subdivision Water Main and Storm Sewer Replacement Additional Oversight – Change Order Request #4
History
Catalina Subdivision Phase I-III Engineering for Water Main and Storm Water Improvements by Christopher B. Burke Engineering Ltd. (CBBEL) was approved at the May 16, 2022, Board meeting. Phase I of the project consisted of lining the watermain running from 80th Avenue, down Wheeler Drive, to Elevated Tank #5 at Wheeler and Harlem Avenue. Phases II and III of the project consisted of open-cut replacement of the existing watermain and storm sewer lines throughout the subdivision. Each phase of this project was originally intended to be completed within a single calendar year (Phase I in 2023, Phase II in 2024, etc.).
Prior to Phase I beginning in 2023, staff decided to expand the project scope to include the Willowood Court area of Catalina because of the numerous watermain breaks experienced there. Contingency funds in the amount of $23,668.00 were invoked for the costs of engineering and design work to include this new scope, and at the June 5, 2023, Board meeting Change Order #3 was approved, adding an additional $62,826.00 to the contract amount to cover the necessary oversight costs for the added project area.
Due to various delays related to weather conditions, material acquisition, and/or utility coordination/relocation, completion of Phases I and II of the project were each delayed by several months. Phase I was scheduled to be finished by December 2023, but was not completed until July 2024. Similarly, Phase II’s completion was delayed from December 2024 to March 2025. These delays resulted in additional project oversight hours costing a total of $81,325.00.
Phase III of the project is not anticipated to be delayed, however additional oversight hours have been required due to work beginning two (2) weeks earlier than anticipated, and the contractor typically working ten (10) hours per day rather than eight (8) hours per day. The added cost for additional oversight hours through the end of Phase III is estimated to be $85,850.00.
Lastly, additional design work was necessary to accommodate adding approximately six hundred (600) feet of watermain replacement on Catalina Drive to the scope of work for Phase III. The cost of this additional engineering is $11,980.00.
The total cost for the additional oversight hours and design work comes out to $179,155.00.
It should be noted that the above figure includes a 2% year-over-year hourly rate increase for CBBEL’s oversight work in both 2024 and 2025. While these yearly rate increases were not included in the original proposal, Public Works and CBBEL staff negotiated this final figure to honor the contractor’s right to a 2% yearly billing rate increase as outlined in the Village’s Master Service Agreement with CBBEL.
It should additionally be noted that CBBEL’s oversight during the first two (2) project phases resulted in substantial cost savings for the Village. Construction costs for Phase I and Phase II were projected at $4,456,127.02 and $5,994,987.00, respectively. The actual final costs for these projects came in at $4,074,416.10 for Phase I and $5,850,489.27 for Phase II, resulting in a total savings of $526,208.65 across both project phases. Public Works believes that the additional funding for oversight requested in this change order is both fair and worth the cost given the savings that CBBEL’s oversight has already provided.
Financial Impact
Funds for this project are available in the FY2025 Capital budget Utility Water Fund Budget account number 5008150-432500.
Recommended Action/Motion
I move to approve Change Order #4 and Contract Addendum #3 to Change Order #3 and Addendum #2 dated August 3, 2023, with Christopher B. Burke Engineering of Rosemont, Illinois, for supplemental oversight and engineering services of the Catalina Subdivision Phase I-III Engineering for Water Main and Storm Water Improvements to increase the 2025 contract amount by $179,155.00, for a new not-to-exceed contract amount of $539,997.67 for FY 2025;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.